Academic Operations and Salesforce Data Management Specialist

17-Apr-2024

Faculty of Arts and Sciences

65459BR

Job Summary

This position reports to the Sr. Associate Dean of Faculty and Academic Affairs with a dotted line reporting responsibility to Associate Director, Salesforce Platform. The position has direct responsibility for a wide variety of administrative and technical functions in the office and serves as the Administrative IT (AIT) liaison for faculty-facing Salesforce applications. 

Position Description

The Specialist provides ongoing support to faculty, teaching assistants (TA), and internal stakeholders, identifying opportunities for technology enhancements that improve academic operations and classroom performance. This position troubleshoots faculty and TA classroom problems, and manages a departmental shared mailbox on a daily basis. The coordinator maintains master databases of instructors and classes and provides analytical support on course operations and faculty history to the Faculty Engagement and Academic Affairs (FEAA) team.

Other duties and responsibilities include:

• Maintains and monitors the quality of Academic Operations specific Salesforce Platform data, including security, data visibility & access, user functionality, documentation, and reporting while adhering to Salesforce Administration best practices.
• Participates in AIT Salesforce Administration team activities and takes direction from the Associate Director, Salesforce Platform regarding Salesforce configuration methods and tasks. 
• Participates in AIT development sprints and support resolution protocol to help test new or revised functionality with end-users. Collaborates with the AIT Salesforce team to report functionality issues and to promote the needs of the end-users.
• Maintain Marketing Cloud Email templates and documentation for Academic Operations messaging automations. Liaise with the Marketing Cloud Administrators to identify resolution and responses needed in messaging automations.
• Manages email flow/processes. Assesses, troubleshoots, and liaises with other departments to provide resolution and response.
• Maintains current repository of templated responses for common faculty and TA inquiries. Creates mail merges in Outlook. 
• Identifies opportunities to use digital tools and resources to share knowledge and improve processes throughout FEAA and internal stakeholders. Advises and trains colleagues on technology as necessary. Consistently evaluates operational processes, solving problems and recommending improvements.
• Supports Sr. Associate Dean and Director of Academic Operations, FEAA on special projects, as needed.
• Gathers, organizes, and processes data on faculty including course information, support teaching staff requests, salaries and payments across multiple Division of Continuing Education (DCE) systems. 

Basic Qualifications

• Five or more years of related experience 

• Education beyond high school may count towards experience

Additional Qualifications and Skills

• Bachelor’s degree strongly preferred 

• One year minimum experience in data management 

• Excellent interpersonal and communication skills 

• Salesforce Administration Certification preferred 

• Analytical and organizational skills with ability to prioritize work in environment with multiple and conflicting demands 

• Demonstrable project and/or program management skills 

• Ability to work independently with minimal supervision 

• Ability to handle complex and confidential information with discretion 

• Proficiency using variety of computer software and systems 

• Advanced knowledge of word processing, spreadsheets, and/or databases 

• Finalists may be tested on appropriate software expertise as required

Working Conditions

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Additional Information

• We will not provide visa sponsorship for this position. 
• In order to be considered for this role, a resume and cover letter must be submitted with application 
• All formal offers will be made by FAS Human Resources.

Work Format Details

This position will be based in Cambridge, MA. Hybrid workplace models in place at DCE with a minimum of 2 days per week on campus. DCE may adjust these as necessary or appropriate.  

Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

About Us

The Division of Continuing Education (DCE) comprises four academic units serving about 30,000 domestic and international students annually, which allow Harvard to meet the learning needs of intellectually curious and highly motivated students from high school through retirement. Established in 1910, the Harvard Extension School (HES) offers access to Harvard faculty for a diverse community of adult learners, enrolling about 15,000 students. HES offers over 1,000 open enrollment courses — 85 percent of which are accessible online — and provides flexibility through noncredit, undergraduate, and graduate courses, including degrees, certificates, and a premedical program. The Harvard Summer School, founded in 1871, offers around 450 credit and noncredit courses both on the Harvard Campus and online, catering to 10,000 high school, college, and adult learners. Additionally, it offers more than 15 international study abroad programs, hosting up to 300 students each summer. Harvard DCE Professional & Executive Development delivers over 140 noncredit programs annually, reaching more than 3,600 participants through online platforms and its executive development center in Cambridge. The Harvard Institute for Learning in Retirement offers about 140 peer-taught courses to approximately 550 active members. 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Information Technology

Department Office Location

USA - MA - Cambridge

Job Code

403123 Info Tech Support Associate II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Division of Continuing Education

Department

Division of Continuing Education

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

LinkedIn Recruiter Tag (for internal use only)

#LI-ZJ1